Executive Secretary (Human Resources)

Job Title

The ideal candidate will demonstrate cultural competency in serving diverse community college populations, including faculty, management, and students from varied ethnic, racial, cultural, and socioeconomic backgrounds. They will support Rancho Santiago Community College District's mission to promote self-awareness, knowledge, and communication skills, enabling all members of the college community to participate creatively and confidently in an ever-changing world.

Candidates will contribute to an inclusive and collaborative workplace culture that supports the diverse needs of faculty, management, staff, and students. They will effectively provide services and support to individuals with differing academic preparation levels and unique learning or workplace needs, ensuring equitable access and opportunities for success.

Candidates should demonstrate cultural competency, sensitivity, equity-mindedness, and a commitment to anti-racism in all interactions and contributions. Through their role, they will empower students to achieve their educational and career goals while promoting a positive and inclusive environment where faculty and management can thrive, fostering creativity, confidence, and lifelong learning throughout the college community.

Class Summary

Under administrative direction coordinates communications for key administrative offices responsible for multiple College wide and/or District wide functions; provides office assistance in specialized operations; researches and compiles data and information, and drafts complex reports; maintains schedules requiring coordination with other offices; may lead, coordinate the work of, and train other office workers; and performs related duties and responsibilities as required and assigned.

Representative Duties

Organizes and coordinates the flow of activities through the office in relation to priorities, schedules, and deadlines; coordinates communications flow by answering questions, obtaining and relaying information, analyzing mail, buffering interruptions, initiating calls and composing correspondence; drafts written materials from general instructions, prepares reports and agenda items for the Board of Trustees meetings, and for administrative controls; maintains official and confidential files and records. Monitors office budget and maintain appropriate fiscal records; makes appointments and coordinates administrator's calendar. Compiles and checks data and information for a wide variety of specialized projects; obtains information for insurance, contracts, service contracts, and similar processes; compiles data for governmental reports. Coordinates activities with other offices, elicits cooperation and may assist other desks; cooperates with faculty, staff, students and general public by explaining procedures and guidelines; leads, coordinates the work of clerical staff; may supervise and trains student workers; may attend committee meetings and record minutes; may participate on committees; applies judgment in handling questions or problems in absence of administrator.

Organizational Relationships

Positions in this class report to administrators in offices having the broadest College/District wide, line and staff responsibilities. These positions apply technical, legal and policy procedures regularly, work under schedules and pressures, and maintain smooth and efficient operating relationships among several activities, and other offices and staff. Some coordination of communications among secretarial and clerical classes in the offices subordinate to the administrator-in-charge is also an expected responsibility for this class.

Knowledge and Abilities

Thorough Knowledge of: English grammar, spelling, filing, and arithmetic; modern office methods, procedures, terms and equipment; office management practices. Good Knowledge of: principles and practices of training, supervision and coordination of office workers; principles or recordkeeping and data compilation; principles of public relations related to office operations. Knowledge of: the State Education Code and District rules, regulations, and policies relating to the District's operation and administration. Ability to: do a wide variety of difficult and complex office work involving independent judgement; adapt office procedures and details to changing needs and requirements; compile statistical data and information for reports; effectively meet the public in situations requiring tact, poise, and understanding; follow oral and written directions; read, understand, and apply and explain technical policies and materials; work cooperatively and effectively with instructors, administrators and public; organize an office involved in multiple programs; operate a variety of office equipment including personal computers and a variety of word processing/business applications.

Qualifications

Any combination of education and experience equivalent to one year of college level training in office management or a similar field; and five years of responsible office/secretarial experience, including one year of experience equivalent to Administrative Secretary in this District/College. Candidate must demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, and ethnic backgrounds of community college students, staff, and the community.

Application Process

To ensure full consideration, all applicants must submit a complete Rancho Santiago Community College District online application that includes the items listed below by the position's closing date. Recruitment will review all applications for completeness, and only complete application packets will be forwarded to the screening committee for further review.

A Complete Application Packet Must Include the Following:

1. RSCCD Online Application
2. Resume details all relevant education, training, and other work experience
3. Academic Transcripts (Unofficial copies of undergraduate, graduate, and post-graduate transcripts).

Foreign Degrees Transcripts from countries other than the United States must be evaluated by an agency that is approved by or a member of the National Association of Credentials Evaluation Service (NACES) or the Association of International Credential Evaluators, Inc. (AICE), or Commission on Teacher Credentialing (CTC).

Application Screening Job announcements will include screening criteria to be used during screening and interviews. This may include, but is not limited to:

• Education experience (breadth and depth)
• Work experience (breadth and depth)
• Demonstrated ability to work cooperatively with others
• Bilingual ability (if needed)
• Demonstrated experience and sensitivity to diversity, equity, and inclusion.
• Professional growth activities
• Specialized skills training
• Leadership skills
• Written and/or oral communication skills
• Presentation
• Problem Solving.

Based on the information presented in the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and an oral interview. Meeting the position's minimum requirements does not guarantee advancement in the selection process. Candidate qualifications will be assessed to determine those who meet and exceed requirements and are deemed the most competitive in the applicant pool.

Interview Applicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview. During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors:

• Oral communication skills
• Presentation
• Problem-solving skills

A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure the correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants.

Disability Accommodations Applicants are strongly encouraged to request a reasonable accommodation as early as possible to allow the District sufficient time to arrange an effective accommodation in accordance with the Americans with Disabilities Act (ADA). To request an accommodation, please contact the Recruitment Office in the Human Resources Division at View phone number on click.appcast.io.

Conditions of Employment The selected candidate is required to complete the following before employment as part of the onboarding process:

1. Present original documents for proof of eligibility to work in the United States.
2. Provide a certificate of Tuberculosis Risk Assessment.
3. Fingerprints (by a Live Scan Agency at the candidate's expense, and clearance must be received before the first day of employment)

EEO Statement

The Rancho Santiago Community College District (RSCCD) is an equal opportunity employer. The policy of the District is to encourage applications from persons who are economically disadvantaged and individuals belonging to significantly underrepresented groups within the District's workforce, including ethnic and racial minorities, women, and persons with disabilities. No person shall be denied employment because of ethnicity or race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, reproductive health decision-making, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or political or organizational affiliation. RSCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional employment offer is made to you. After making a conditional offer and running a background check, if RSCCD is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.